Job Description:
The Admin officer is responsible for
specific aspects of Administration and Supply Chain Department support at the
Livelihoods Resource Center in Rongai. This covers Office Administration, Human
Resource and Supply Chain support department.
Responsibilities:
Reception Coverage and Mailing
Services
·
Receive
and screen all incoming calls and visitors, and forward to respective officers.
·
Make
calls on staff as requested, and maintain accurate log of calls and account for
this on telephone bills.
·
Record
and deliver telephone messages.
·
Ensure
reception is neat at all times. Promptly attend to visitors ensuring no
crowding at the reception area.
·
Ensure
reception coverage at all times, and proper handover when you are away.
·
Receive
all incoming mail and distribute to staff.
·
Prepare
and dispatch all outgoing to the field mail.
·
Log
incoming invoices, sign and distribute to relevant staff.
·
Act
as focal point of courier services and advise of any issues arising.
·
Ensure
timely renewal of IRC subscriptions e.g fire inspection certificates for Rongai
office
·
Provide
Administrative support to supply chain department as requested.
·
Support
with office supply chain needs, raising of PRs as requested by program staff
and support with Administrative requests.
·
Supervise
the office Assistant and ensure that roles are well executed.
Utilities Management & SC Support
·
Ensure
timely payment of utilities
·
Maintain
tracking system for utilities and update on monthly basis.
·
Make
requests for purchase of office supplies
·
Issuing
of gate pass to any equipment, items getting out of IRC office.
·
Raising
of operation Online PR’s in the BVA system under supply/admin department i.e
travel and cab request PR’s.
·
In
charge of office consumables supplies and office stationery supplies in the
office
·
Supervising
and booking boardroom for staff meetings in coordinated way
·
Supervising
of tender bid register as they come
·
Liaising
with the office management for any repairs and maintenance services
·
Reporting
any security concerns to the project management and the safety and security
manager.
·
Provision
of effective and efficient administrative support services to the project staff
·
Day-to-day
efficient operations of the administrative and supply chain department services
in the office.
Qualifications:
·
Diploma
in Business Administration and Management, or other related field.
·
At
least 4 years’ experience in administration and management in a busy office,
preferable with Non-governmental organization.
·
Customer
service skills
·
Excellent
computer skills: Word, Excel, email
·
Knowledge
of administrative rules and regulations.
·
Demonstrated
ability to perform wide range of inter-related complex administrative services.
·
Excellent
communication skills.
·
High
level of personal initiative, pro-active problem solving and analytical skills.
·
Ability
to work with minimum supervision.
·
Knowledge
of listening skills.
How To Apply:
Please make sure to include copy of Certificate of Good
Conduct in your application.
Kenyan nationals are encouraged to apply.
International allowances are not available for this position. Salary and
employee benefits are compliant to the Kenyan NGO Sector.
IRC is an Equal Opportunity Employer and considers all
applicants on the basis of merit without regard to race, sex, color, national
origin, religion, sexual orientation, age, marital status, veteran status or
disability.
Disclaimer:
Please take note that International Rescue Committee (IRC)
does not ask for any fees in connection with its recruitment processes. In the
event that you receive any request for payment of any sort, please get in
touch with us on Tel: +(254-020) 2727730, Email: IRCKenya@rescue.org or report to the nearest police.